Link to ROWD:

Purpose: To determine if Facility Operations is following its policy of requiring odometer entry at the pump. Also to determine if the requirement of the Fuel Mileage Log forms is being met.
Conclusion:
Source: Helen Jones, Supervisor Facilities Operations Admin provided us with fuel mileage log forms
Marlene Fuller, Capital Projects Accountant provided us with the APP fuel statement for the 3/15/2014
Test Procedure:
1
2 We searched for the hardcopy "Fuel Mileage Log" form to determine whether the is available on file as required per Facility Operations policy
VEHICLE # Department Driver
0018-035 Facility Ops-Maintenance Services Guzman, Alonzo
Guzman, Alonzo
Guzman, Alonzo
0042-107 Facility Ops-Maintenance Services Lloyd Berge
Lloyd Berge
0043-108 Facility Ops-Environmental Services Fernando Luna
Fernando Luna
0064-264 Facility Ops-Grounds Carlos Alvarez
Carlos Alvarez
Carlos Alvarez
0109-526 Denny David Braden
David Braden
0117-552 Security Ed Liebl
552
Ed Liebl
Ed Liebl
0193-070 Facility Ops-Maintenance Services Sam Dolloff
Sam Dolloff
0217-131 Facility Ops-Custodial Services Carl Pieper
Carl Pieper
Based on the results of our testing, we found that Facility Operations does not consistently receive and/or file the Fuel Mileage Log forms in an organized manner. We also found that Facility
Operations does not reconcile the APP fuel statements with questionable odometer readings.
We reviewed the APP statement for the period ending 3/15/2014 and assessed the odometer readings for reasonableness. We noted all of the entries with questionable odometer readings. We
considered entries where the odometer decreased, increased significantly (>500 miles), and nonsensical readings (i.e. "0") to be questionable.
To determine if Facility Operations is following its policy of requiring odometer entry at the pump. Also to determine if the requirement of the Fuel Mileage Log forms is being met.
Helen Jones, Supervisor Facilities Operations Admin provided us with fuel mileage log forms
Marlene Fuller, Capital Projects Accountant provided us with the APP fuel statement for the 3/15/2014
We searched for the hardcopy "Fuel Mileage Log" form to determine whether the is available on file as required per Facility Operations policy
Date Time Odometer Qty (Gallons)
Fuel Mileage
Log Form on
file?
3/4/2014 06:49A 0 5.07
3/5/2014 01:09P 126,400 26.47
3/12/2014 10:42A 0 4.74
3/5/2014 04:30P 75,376 20.00
3/5/2014 04:34P 75,376 2.50
3/3/2014 11:12A 66,895 20.00
3/11/2014 03:09P 76,077 20.00
3/4/2014 01:39P 111,895 26.93
3/7/2014 09:02A 49,805 7.35
3/13/2014 07:32A 112,116 21.74
3/6/2014 07:44P 457,716 20.00
3/11/2014 02:54P 45,795 16.06
3/4/2014 01:41P 76,887 4.34
3/6/2014 10:57A 78,002 11.36
3/11/2014 12:02P 78,232 9.55
3/14/2014 11:43A 78,447 8.53
3/4/2014 12:53P 97,000 82.72
3/14/2014 12:04P 95,333 34.32
3/7/2014 01:01P 4,109 11.18
3/7/2014 01:43P 41,909 4.54
Based on the results of our testing, we found that Facility Operations does not consistently receive and/or file the Fuel Mileage Log forms in an organized manner. We also found that Facility
Operations does not reconcile the APP fuel statements with questionable odometer readings.
No
No
We reviewed the APP statement for the period ending 3/15/2014 and assessed the odometer readings for reasonableness. We noted all of the entries with questionable odometer readings. We
considered entries where the odometer decreased, increased significantly (>500 miles), and nonsensical readings (i.e. "0") to be questionable.
No
Yes
Yes
Yes
Yes
Yes
To determine if Facility Operations is following its policy of requiring odometer entry at the pump. Also to determine if the requirement of the Fuel Mileage Log forms is being met.
Auditor Notes
Based on the results of our testing, we found that Facility Operations does not consistently receive and/or file the Fuel Mileage Log forms in an organized manner. We also found that Facility
Operations does not reconcile the APP fuel statements with questionable odometer readings.
There was a large increase in odometer reading
and no Fuel Mileage Log form on file to
reconcile.
The odometer reading decreased and there was
no Fuel Mileage Log fom on file in order to
reconcile.
We reviewed the APP statement for the period ending 3/15/2014 and assessed the odometer readings for reasonableness. We noted all of the entries with questionable odometer readings. We
considered entries where the odometer decreased, increased significantly (>500 miles), and nonsensical readings (i.e. "0") to be questionable.
This appears to be a keying mistake at the pump
(missing digit) but there was no Fuel Mileage Log
form on file in order to reconcile.
Fuel Mileage Log Form indicates keying mistake,
no issue.
Driver filled out the Fuel Mileage Log Form
incorrectly. Most likely due to
misunderstanding.
Driver filled out two tanks at the same time, no
issue.
Fuel Mileage Log Form indicate numbers were
transposed during pumping, no issue.
Fuel Mileage Log Form does not contain
odometer reading on 3/7/2014. No follow up
indicated.